Office and Health & Safety Coordinator

Reporting to: Managing Director / Project Manager
Location: Office based
Salary: Dependent on experience

Role purpose

Provide project, office and health and safety administration to support the delivery of Pegasus Concepts Ltd’s signage, print, interior branding and fit-out projects.

The role involves maintaining project records, coordinating paperwork, recording staff hours, supporting day-to-day office operations and issuing approved Risk Assessments and Method Statements (RAMS). Working closely with management, production teams and installers, the administrator will ensure information is accurate, organised and available when needed.

Key responsibilitiesProject administration

* Set up and maintain project folders in SharePoint, ensuring correspondence, drawings, approvals, job sheets and installation records are correctly filed.

* Prepare RAMS for each job

* Organise access equipment and permits for sites

* Prepare and issue job sheets and installation packs using approved project information.

* Coordinate delivery and installation dates with clients, suppliers and internal teams.

* Collect completed job sheets, installation photographs, delivery notes and sign-off records.

* Track outstanding snagging items and maintain completion records for handover and invoicing.

Staff hours and workforce administration

* Collect and record employee and subcontractor timesheets.

* Prepare summaries of approved hours for payroll processing.

* Maintain holiday, sickness and other absence records, referring requests for management approval.

Health and safety administration

* Coordinate the preparation, approval, issue and filing of project-specific RAMS.

* Populate approved RAMS templates with accurate job details, including scope, location, dates, personnel and site information.

* Obtain technical input from the Project Manager, installation team or designated competent person.

* Arrange review and approval by the responsible competent person before RAMS are issued.

* Send approved RAMS to clients, main contractors and installation teams within the required timescales.

* Maintain records of training, qualifications, insurance, equipment inspections and other required safety documentation.

* Coordinate site induction paperwork, access requirements and permit documentation where applicable.

* Maintain health and safety action logs and follow up outstanding documentation.

Person specificationEssential

* Experience in office administration, project support or a similar coordination role.

* A good knowledge of health and safety best practice and the completion of RAMS

* Competence with Microsoft Outlook, Word, Excel, Teams and SharePoint.

* Willingness to learn project processes and health and safety documentation requirements.

* Experience in signage, print, shopfitting, construction or installation-based businesses.

Desirable

* Relevant health and safety awareness training.

* Experience supporting work in dental, healthcare, retail or other occupied premises.

Work Location: In person
Only candidates based in UK and eligible to work in UK are allowed